Senior Administrative Assistant - Plastic Surgery

The University of Texas MD Anderson Cancer Center is a world-renowned academic medical center dedicated to cancer patient care, research, education, and prevention. The Department of Plastic Surgery supports complex reconstructive and restorative care, partnering with multidisciplinary teams to enhance patient outcomes through clinical excellence, innovation, and compassionate service.

The Senior Administrative Assistant - Plastic Surgery provides high-level administrative support to faculty and departmental leadership within UT MD Anderson. Responsibilities include managing complex calendars, coordinating domestic and international travel, facilitating communications, and overseeing a variety of administrative processes. Success in this role requires strong organizational skills, professionalism, exceptional customer service, and the ability to manage multiple priorities effectively.

The ideal candidate will possess strong administrative experience in a healthcare environment, exceptional written and verbal communication skills, and experience coordinating complex domestic and international travel. Experience supporting busy executives or physicians, maintaining professional interactions with patients and stakeholders, and demonstrating a strong service orientation is highly preferred. Education, experience, and licensure requirements were not provided.

Salary\: Minimum $45,500.00 - Midpoint $ 57,000.00 - Maximum $ 68,500.00
Work Schedule\: Hybrid position with onsite work at least 2 days per week; schedule may be adjusted based on operational needs. Depending upon the previous experience, the incumbent may work on-site every day as they are learning this position and will transition into the hybrid position as they are deemed ready to do so.

Why Us?
At UT MD Anderson, the Senior Administrative Assistant - Plastic Surgery supports a department that advances patient care, research, and academic excellence. This role offers opportunities to collaborate with distinguished faculty, contribute to important departmental initiatives, develop advanced administrative expertise, and maintain a hybrid work arrangement that supports work-life balance while furthering the institution’s mission to end cancer.
• Employer-paid medical coverage starting day one for employees working 30+ hours/week, plus optional group dental, vision, life, AD&D, and disability insurance. • Accruals for PTO and Extended Illness Bank, plus paid holidays, wellness, childcare, and other leave options. • Tuition Assistance Program after six months of service and access to extensive wellness, fitness, and employee resource groups. • Defined-benefit pension through the Teachers Retirement System, voluntary retirement plans, and employer-paid life and reduced salary protection programs.

Key Responsibilities
Faculty Support
• Perform complex and highly confidential administrative duties for assigned faculty • Assist faculty in building and maintaining referral practices through professional support of patients and referring physicians • Independently plan and manage work deadlines, schedules, and long-range faculty calendars • Coordinate faculty calendars, appointments, and schedule changes while anticipating conflicts • Notify clinics, surgery scheduling teams, and other stakeholders regarding faculty absences • Arrange domestic and international travel, including airline reservations and hotel accommodations • Process travel expenditures according to institutional policies and facilitate reimbursements • Maintain faculty extramural development leave records and staff development funds • Maintain faculty CVs, biosketches, publication records, and biographical information • Gather research and reference materials for scientific reports, speeches, articles, and presentations

Academic, Research & Publication Support
• Compose formal and informal correspondence related to medical and scientific activities • Format letters, reports, articles, memorandums, and speeches • Create and format presentations using PowerPoint and other software • Prepare publication, abstract, manuscript, scientific poster, research study, and protocol submissions • Utilize EndNotes and other software tools to support publication processes • Accurately type and transcribe medical dictation, manuscripts, abstracts, protocols, and correspondence • Assist with manuscript preparation, grant submissions, and slide development • Maintain records of Continuing Medical Education credits • Track and assist with medical record deficiency report reconciliation • Ensure timely submission of required manuscripts and grant documentation

General Administrative Support
• Coordinate departmental human resources activities • Interpret institutional policies and procedures for employees • Monitor and balance center budget activity • Take and transcribe dictation and prepare correspondence related to medical, educational, and research topics • Type, format, proofread, and distribute grants, abstracts, schedules, manuscripts, and forms • Prepare manuscripts according to journal requirements and author guidelines • Answer telephones professionally, screen calls, route inquiries, and document messages accurately • Greet visitors professionally and provide appropriate assistance • Collect, route, and distribute mail, publications, medical records, films, x-rays, and related materials • Maintain communication regarding time away from the office and coverage arrangements

Departmental & Operational Support
• Support special projects involving information systems, grants, and contract preparation • Assist with departmental strategic planning initiatives • Support patient care activities through management of calls from patients, physicians, care centers, and referral sources • Serve as backup support for administrative staff throughout the department • Determine and address clinician administrative needs during coverage periods • Process photography and medical graphics requests • Assist residents, nurses, physician assistants, and other healthcare professionals as needed • Develop practical procedures and workflows to maximize available resources • Perform additional duties assigned by faculty members, managers, or department leadership

Other duties as assigned.